Top 10 Conference Planning Checklist
The conference planning checklist (or event planning checklist, or seminar planning checklist) is an essential tool to any event co-coordinator and the more detailed the check list is, the better - as much can go wrong by simply assuming it will all just work out.
When you invite people to an event, their comfort and enjoyment is of prime importance. Anything that needs booking needs booking months in advance. Timing is essential to get everything right. The greater percentage of frequently asked questions need to be considered and answered before they are asked, because during the hectic day when the event is taking place, people are far too busy with other things to make decisions on the fly.
Conference Planning Checklist — 10 Essentials For Speakers
So here are 10 examples to consider placing on your conference planning checklist when you are engaging speakers for a seminar or conference.
- List and make the final confirmation of selected speakers with the committee.
- Contact the chosen speakers to request their participation.
- Send follow-up letters to confirm the speakers commitment, their program agenda, its title and a description of their session.
- Request the speakers biographies or profile and a photograph.
- Prepare the descriptions of the speakers profiles for your program and promotional material.
- Send a letter to confirm the exact wording that will appear in the program description for each speaker.
- Request or prepare photocopies of all handout or promotional materials.
- Book the required audio visual equipment, and check the venue room setup.
- Plan travel and accommodations for the speakers.
- Maintain contact with the resource person just prior to the conference for last-minute arrangements.
Conference Planning Checklist — 5 Important Things to Do on the Evening of the Event
- Inspect the room arrangements, the equipment, and the handouts.
- Meet with the speakers to introduce fellow committee members or resource people.
- Escort the speakers to their rooms and inform them about meals, etc.
- Be available to facilitate speakers' requests at all times.
- Thank them for their participation before they leave.
The average conference or seminar is generally planned and coordinated by a busy person trying to balance the hosting of the conference or seminar with their regular jobs. That can be a very taxing thing to try to do especially if that person has never done it before. Write up detailed checklists and check everything off and you won't end up with a train wreck. In fact you'll probably get that promotion.
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